Use this procedure to enter vendor invoice
information and to distribute the invoice amount to the appropriate
general ledger accounts. Enter all outstanding invoices and adjustments
to previously recorded invoices.
If the Fixed Assets module is integrated
with Accounts Payable and you have the appropriate security setup,
you can select the asset account and template to create assets
in Sage Fixed Assets based on the invoice entry.
NoteSage Fixed Assets refers to the fixed
assets product used with Sage 100.
Before
You Begin
-
If you
are setting up Accounts Payable, verify that your accounts
payable and general ledger accounting records are in balance.
-
Verify
whether or not the Use P/O Receipt of Invoice Entry for
this Vendor check box is selected for the vendor in Vendor Maintenance.
If the check box is selected, entering the invoice in
Receipt
of Invoice Entry is the preferred method to avoid
leaving a purchase order in a backorder status.
-
To use
an expense distribution table, the Enable Expense Distribution
Tables check box must be selected in Accounts
Payable Options and a table must be set up in Expense
Distribution Table Maintenance.
To enter an Accounts Payable invoice
-
Select Accounts Payable Main
menu > Invoice Data
Entry.
-
Enter the vendor number and
invoice number. For more information,
see A/P
Invoice Data Entry - Fields.
-
Enter the appropriate invoice
information such as the invoice date, invoice amount, and discount
amount.
-
Enter the Prepaid Invoice
field to apply a prepayment to this invoice. For
more information, see Prepayment Information.
-
If sales tax is calculated
during data entry, enter the schedule and tax class fields.
-
To distribute the invoice
amount using accounts and percentages defined in Expense
Distribution Table Maintenance, select a table code in the
Exp Distribution Table field.
-
If the vendor is a 1099 vendor,
select the 1099 form type to use for this invoice in the Form
field and select the corresponding box number in the Box field.
-
Click the Lines tab.
If
the Accounts Payable module is not integrated with Job Cost
-
In
the G/L Account field, enter the general ledger account
number to debit for the invoice. If a default account
is set up in Vendor Maintenance, that account number will
appear, or if you selected an expense distribution table
in step 6, the accounts defined in the table will appear
on separate lines.
Note
To create assets based on this invoice, enter an asset account
in the G/L Account field and select a template in the Asset
Template field.
-
In
the Amount field, enter the amount to distribute for the
account. If you selected an expense distribution table
in step 6, amounts calculated based on the percentages
defined in the table will appear on lines with the corresponding
accounts.
-
In
the Comment field, enter a line comment.
If
the Accounts Payable module is integrated with Job Cost
-
Enter the job number, cost
code, and type to use a job number for distributing the
invoice cost.
-
In the Amount field, enter
the amount to distribute for the account.
-
In the G/L Account field,
enter the general ledger account number to debit for the
invoice.
Note
To create assets based on this invoice, enter an asset account
in the G/L Account field and select a template in the Asset
Template field. Assets can be created only if the Job Number
field is not entered for the line.
-
Enter
the appropriate information in the remaining fields.
-
Click Accept and then click
Print to print the Accounts
Payable Invoice Register.
-
Verify your invoice entries
by preparing an adding machine tape of the invoices entered and
check the total against the total on the register. If the totals
do not match, make the necessary changes in A/P Invoice Data Entry
before updating the Invoice Register.
The Accounts Payable invoice is entered. Update
the Accounts Payable Invoice Register.
